Management Administrative Assistant

Bisera Vlahovljak

***** ****** ******, ***#*** ? Reston, VA 20190 ? 734-***-**** ?

abmkzd@r.postjobfree.com

OBJECTIVE

Versatile, driven, highly motivated and resourceful business professional

seeks position combining solid skills and over 8 years of combined

experience in the following areas:

Grants/Contracts Database Administration Report Writing

Management

Financial Reporting Annual Budgets Business Analysis

Expense Control Budget Reconciliation Leadership & Management

PROFESSIONAL PORTFOLIO

. Brings 8+ years of dual expertise in office administration and

grants/contracts management. Demonstrated capabilities for personnel

training, supervision, and motivation.

. Technology-savvy, proficient in all office technology, including MS

Windows, MS Office (including Outlook e-mail client), Adobe Reader,

Adobe Photo Shop, InDesign, Novell Clients, Lotus Notes, Business

Objects, Oracle (expense reporting tool), M- Pathways (Financial and

Student Services).

. Solid understanding and knowledge of FAR System & Acquisition Planning.

Proven ability to plan, negotiate and execute best value

agreements/contracts/subcontracts in a timely manner with the

excellence of service/product delivery to a client.

. Accustomed to heavy interface and financial reporting to senior

management. Proven problem-solver with strong record of effective

troubleshooting under pressure. Versatile, adaptable, and easily able

to acquire and apply new skills immediately and independently.

. Solid knowledge and experience in procurement: Sole-source

justification, purchase agreements (software, supplies, and scientific

instruments/equipment (including equipment service agreements),

purchase orders, non-PO vouchers, conflict of interest reporting &

resolutions, material transfer agreements.

. Excellent writer, various publications & presentations. Multilingual

communicator: Bosnian, Croatian, Serbian (fluent), Polish, Russian

(semi-fluent), working knowledge of Spanish, and basic knowledge of

Arabic.

. Teaching & Consulting experience includes instruction on: English as a

Second Language (ACCESS), Hamtramck Public Schools-Adult Education, and

English Practicum at the University of Michigan. (Comprehensive Studies

Program Dept.), cultural/social orientation to US, life-style trends,

etiquette, etc.

EMPLOYMENT Experience

Executive Assistant to VP Gov't Sales & Sr. Director Healthcare

11/2009-01/2010

Convergys: Global Leader in Relationship Management

. Perform heavy calendaring, word processing and excel spreadsheet

functions which may include graphs and tables. Create presentations

(PPT), organizational charts, and other documents. Establishing

effective rapport and relationship with personal/executive assistants

of major company CEOs /C-level decision makers in order to secure

meetings. Coordinate communications, agenda planning, logistics,

meeting facilitation, and follow-up for management meetings. Provides

detailed data, information and resources in preparation for meetings.

. Researching prospects, updating sales and knowledge management

databases (Phoenix & Phoenix Business Intelligence), prepare expense

reports (using Extensity expense management system), responsible to

initiating purchase orders, invoice reimbursement through Accounts

Payable division using Ketera procurement system.

. Work within the team structure on coordinating special projects

(RFI/RFP preparation) for various clients.

Administrative & Contracts Specialist

University of Michigan, Department of Neurology

02/2008-07/2009

. Provide executive-level administrative support to the Chairman.

Coordinated projects and events exercising ability to improvise,

improve procedures, and meet demanding deadlines.

. Provided direct oversight for the efficient handling of grant

submission proposals to various sponsors/agencies (Department of

Veterans Affairs, NIH, JDRF, Diamyd, Inc.) Reduced error margin, work-

duplication, and overall increase in efficiency with implementation of

task-specific work-groups.

. Managed incoming faculty on boarding process (credentialing/academic

appointment), organized and directed annual faculty review (3

promotion committee meetings) and process promotional documents to

facilitate successful execution. Maintain the Department records,

files and database for all Medical School-authorized faculty FTEs,

position descriptions, position profile and incumbents; serves the

Department's expert resource for all proposed, authorized, active and

inactive faculty positions. Serve as the Department lead, in liaison

with the Medical School, Office of Faculty Affairs, Office of Clinical

Affairs, the Chief Department Administrator and others, to coordinate

all activities, processes and documentation associated with faculty

employment, advancement, separations, track and rank changes,

sabbaticals, furloughs, policy and procedure issues and credentialing.

. Managed departmental administrative staff (20); reduced departmental

operating cost expenses by strategically consolidating operations,

while significantly increasing productivity and efficacy among the

staff.

. Provides training, leadership, coaching and mentoring to staff on

regular one-on-one and group meeting bases; performs periodic worksite

assessments. Plan, staff and oversee other departmental activities and

events including retreats, scientific symposia, endowed lectureship,

ceremonies and social functions. Maintain the Department records,

partner with the Department HR Manager to ensure the appropriate and

timely coordination of faculty status and compensation transactions.

Provide oversight for the staff tasked with maintaining of the

Neurology Faculty Database, Physician & Clinic Directory and other

databases.

. Assist the Chair, Program Directors and other faculty search delegates

with the coordination and tracking of faculty candidate recruitments.

Manage and coordinate the preparation, editing, transmission and

maintenance of appointment, promotion correspondence and work

eligibility documentation with the Dean's office. Coordinate faculty

medical license and DEA applications and renewals. Coordinate annual

and ad hoc faculty performance reviews; maintains associated

confidential faculty records. Coordinate and maintains faculty leave

database and calendar. Serves as departmental representative on UM

Medical School Appointments, Promotions, and Awards Committee, the

Faculty Recruitment Committee and other ad hoc committees as required.

Grants & Contracts Specialist, University of Michigan

10/2006-02/2008

Biological Chemistry Department, Michigan Proteome Consortium & Integrated

Proteome Technology

NCRR Center

. Managed >20 contracts and sub-contracts with total combined

budget(s) in excess of $15M annually. Major grants and sub-contract

sponsors include: NIH, NCI, NCRR, SAIC, Michigan Economic

Development Services, Pfizer.

. Reviewed/proof-read drafts of proposals, including project

narratives, budget, and other supporting documentation, in a timely

manner to meet grant application deadlines. Developed budgets

within given parameters for the various projects to ensure

compliance and feasibility.

. Analyze contracts for content, clauses and definition of

outstanding contractual matters during in direct relation to

requirements at the initial stages of all projects.

. Actively manage subcontracts with attention to the prevention

and/or defense of potential claims by subcontractors, and to

prepare documentation to sustain any claims made.

. Establish articulate and close relations with the customer, in view

of claims for time extensions, greater expenses for reasons beyond

the control of the department/university.

. Advise faculty on long-term financial viability of

department/center given multiple grants and contracts from various

sources with differing project end dates. Locate and identify

sources of outside funding on own accord. Develop budget proposals

and monitor the resulting awards received for academic and research

projects and programs. Interpret regulations and guidelines of

multiple programs funding with complex and broad guidelines for

spending. Supervise the processing of invoices and day-to-day

monitoring of budgets. Negotiate sub-agreements.

. Negotiated purchasing contracts for laboratory

instruments/equipment, service agreements and all other purchases.

Processed invoicing/billing for services rendered

(internal/external clients).

. Maintain contract files and database on contracts and projects.

Major projects include: (Tranche Project) ProteomeCommons.org (open-

source proteomic tools and data repository) & Michigan Proteome

Consortium.

Contract/sub-contract types: Cost-reimbursement sub-contracts, firm

fixed price contracts, fixed-ceiling price contracts with retroactive

price re-determination...

Administrative Assistant Associate

07/2005 - 09/2006

University of Michigan, LSA International Institute: Center for Russian &

East European Studies

. Provide executive-level administrative support to a

department/group of professionals; direct assistant to the Director

of the Center for Russian and East European Studies, Center for

European Studies, and European Union Center of Excellence.

. Compile and analyze variety of information for inclusion in reports

or presentation materials, prepare charts, graphs, or tables as

necessary; receives and responds to routine correspondence.

. Administer special projects or activities, prepare project plans

and maintain records, advise departments, ensure regulatory or

company policy compliance for special projects or ongoing programs.

. Assist with recruitment and admission, academic records, curricular

issues, registration, and minimal advising.

. Perform bookkeeping and accounting tasks. Posts journal or voucher

entries, reconciles accounts, and checks for accuracy. Verifies,

sorts, posts, and checks claims, bills, invoices, and vouchers,

ensuring timely and accurate processing of invoices and any other

financial statements. Reconciles three purchasing credit cards for

the department.

Research Secretary II University of Michigan Health

System

Department of Dermatology

09/2004 - 06/2005

. Processed patient records, hosted / reception visits & clinical

visits, telephone triage.

. Make routine travel and lodging arrangements, prepare and process

routine administrative documents including travel expense reports and

advance requests, purchase orders, transfer vouchers, requests for

special stipends and personnel appointment forms.

. Type correspondence, proposals, manuscripts and reports incorporating

statistical, technical, scientific or other specialized research

terminology.

. Respond to requests for reprints and project publications, initiate

billings and received payments, monitor and maintain unit equipment

and supply inventory levels, and initiate and prepare requisitions for

materials, supplies and services.

. Schedule meetings and conferences including arrangements for space,

facilities, dining and catering services.

ESL Instructor & Grant/Development Specialist

03/2003 - 08/2004

ACCESS (Arab Community Center for Economic and Social Services)

Department of Youth & Education

. Prepared proposals, participated in contract negotiations, oversaw

contract administration, and handled donor interaction to provide

proper contract details and fulfillment services.

. Develop ESL & citizenship course curriculums.

. Instruct students (marginalized women) in U.S. history and laws in

preparation for successful integration into the US society, completion

of naturalized citizenship process, and other INS services.

. Assessment and ongoing evaluation of an individual student progress.

. Chief-editor of the quarterly newsletter. Assisted in creating various

public relation materials (PPT presentations, brochures, etc).

Education

B.A. PSYCHOLOGY

University of Michigan, Ann Arbor, MI

Professional Development

C.P.R. Adult and Infant First Aid

Introduction to HTML Programming

Creating an HTML Document

Formatting Text with HTML

Introduction to M-Pathways Chart Fields

Introduction to File Management

ACCESS training M-Pathways ( modules on P-

card reconciliation, PO,

Introduction to InDesign

Non-Po Vouchers)

Foundations for Successful Leadership (10-week course) Business Objects

Human Resources Development

COMMUNITY / PROFESSIONAL AFFILIATIONS

Volunteer services:

Washtenaw County Department of Corrections

American Diabetes Association (active participant in annual

walks/fundraising)

Memberships:

IACCM membership (International Association for Contract & Commercial

Management)

Contact this candidate